Job Summary:
This individual serves as the first point of contact for visitors, clients, and employees, providing exceptional customer service and administrative support. You are responsible for managing the front desk area (reception), handling inquiries, and directing individuals to the appropriate person or department. The individual requires excellent communication skills, a professional demeanour, and the ability to multitask in a fast-paced environment.
Key Responsibilities:
Admin role:
1. Managing Front Desk: Welcome guests, clients, and employees in a courteous and professional manner.
2. Handling inquiries & calls: Respond to inquiries via phone, email, and in-person, and directing inquiries to the appropriate person or department. Manage incoming calls, transferring calls to the appropriate individuals, and taking messages when necessary.
3. Scheduling: Manage appointments, meetings, and conference room bookings as needed. Set up and turnover meeting rooms before and after events.
4. Administrative Support: Assist with administrative tasks such as sorting mail, handling deliveries, maintaining office supplies and office pantry. Management of building & door access cards. Assist with courier services (local & overseas), including accepting deliveries into the office, advising staff of their arrival and proceeding with distribution.
5. Travel Desk Management: Assist employees in reservations and booking of flights, hotel accommodations, transportation, and other required services.
6. Facilities Management: Liaise with external vendors in upkeep and maintenance of premises.
HR role:
1. Support the full spectrum of Human Resource administrative functions.
2. Manage work visa matters such as application, renewal and cancellations.
3. Perform any other duties as assigned by the Head of HR or the Management.
Requirements:
Education: Minimum Diploma or equivalent and preferably specialized in Human Resource or Business Administration.
Experience: Previous experience in an HR space, customer service, administrative role is preferred.
Communication Skills: Excellent verbal and written communication skills in English.
Interpersonal Skills: Pleasant disposition and professional demeanour with strong interpersonal skills.
Organizational Skills: Ability to prioritize tasks and manage time effectively in a fast-paced environment.
Technical Skills: Basic proficiency in MS Office suite (Word, Excel, Outlook) and familiarity with office equipment such as printers and fax machines.
